Administration Generalist (EMDAD)

1. Role Objective JOB CONTENT

To perform a range of administrative, clerical, and executive support duties to ensure the smooth and efficient operation of the company. The role covers general office administration, coordination of communication and travel, vendor and facilities management, and direct administrative assistance to the CEO and management team.

2. Duties and Responsibilities

1. General Administration

• Manage documentation, reports, filing systems, mail distribution, and record-keeping.

• Ensure all administrative activities are carried out in compliance with company policies and procedures.

2. Office & Facility Management

• Oversee office and facility operations, including cleaning, security, maintenance, and repair of equipment systems

• Conduct regular inspections of company assets and premises to ensure proper upkeep and functionality.

3. Supplies & Procurement

• Monitor and manage stock levels of office supplies and equipment to ensure timely replenishment.

• Process purchase requests and verify proper usage in coordination with procurement.

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4. Contracts & Vendor Coordination

• Prepare and maintain service contracts, lease agreements, and vendor documentation in both English and Arabic.

• Monitor vendor and supplier performance and liaise with ministries and government agencies (e.g., ROP, Ministry of Housing) for permits, leases, and approvals.

5. CEO Secretarial Support

• Provide confidential administrative support to the CEO, including managing correspondence, scheduling meetings, preparing briefs, and maintaining organized records.

• Coordinate communication on behalf of the CEO, prioritize incoming documents and calls, and ensure timely follow-up on pending matters.

• Draft, edit, and finalize correspondence for the CEO’s review and signature.

• Arrange travel itineraries, bookings, and prepare related documentation and reports.

6. Employee & Travel Coordination

• Assist in managing company vehicles, including registration, insurance, and renewals.

• Act as or support the company PRO for employee-related requirements such as visa renewals, manpower registration, and travel documentation.

• Coordinate travel and accommodation arrangements for employees and visitors.

7. Meetings & Reporting

• Attend administrative and operational meetings as required and prepare meeting minutes when necessary.

• Prepare reports and recommendations to resolve administrative challenges.

8. Other Duties

• Translate letters, reports, and confidential documents between English and Arabic as required.

• Receive and assist visitors and callers courteously, directing inquiries appropriately.

MINIMUM EDUCATION & QUALIFICATIONS

Education:

– Bachelor’s degree in Business Administration or relevant fields or as per the Minimum Qualifications and Experiences matrix in Emdad.

Experience:

– 3-5 years of experience in relevant work area or relevant fields or as per the Minimum Qualifications and Experiences matrix in Emdad.

Special Skills & Knowledge:

– Excellent written and verbal communication skills (English essential; Arabic preferred)

– Strong organizational, multitasking, and problem-solving abilities

– High attention to detail and confidentiality

– Proficiency in MS Office (Word, Excel, PowerPoint)

– Effective interpersonal and negotiation skills

– Ability to work independently and under pressure